Informal communication system speeds up the transmission of formal messages. Informal communication system should supplement the formal communication system. Communication should, therefore, satisfy the needs of the receivers. If a seminar is organized for the students and speakers of esteem from various fields are invited who deliver lectures beyond the understanding of students, the lectures will be of no value to them and will go unheard. Sender should analyze the needs of information at the receiving end before conveying the message. What the sender wants to convey must also be what the receiver wants to receive. Thanking the other person for a favour, acknowledging his action or response, apologizing for a mistake, avoiding negative expressions (the product failed because of you, your behaviour is bad etc.) and using empathy are some of the ways which can make communication courteous and effective. Politeness and courtesy are important contributors to effective communication. While corresponding with outsiders, incorrect message can affect company’s goodwill and public relations. Incorrect transmission will lead to incorrect action. The messages should be correct, authentic and accurate. They should seek not only to be understood but also to understand. They should be considerate towards needs, sentiments and emotions of the receiver. If managers want their subordinates to listen to them, they should develop their listening skills also. Research has shown that most of the managers are not good listeners. Some people are good speakers but bad listeners. Develop Listening Habits (Consideration): Use of technical words and tough vocabulary should be avoided.ħ. Language should be as simple as possible. Simple, short and crisp sentences should be used to make the message effective. Long messages become boring and may lose attention of the receiver. Readers and listeners prefer reading and listening to short notices rather than lengthy details. Though all details should be included in the message, the sender should be as brief as possible. Rather than saving, “dispatch this mail as early as possible”, it will be better if the manager says, “dispatch this mail latest by tomorrow evening” because the word ‘early’ can have different meaning for the manager and the clerk.
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Careful planning about what, when, where, why and how to communicate makes communication effective. Communication does not take place on its own. Clear authority-responsibility structures facilitate answering questions like who will communicate with whom, who has authority over whom and increase the effectiveness of communication.Įffective communication should be as clear as possible. Well defined authority structure results in effective communication. Workers will contact their supervisors rather than functional managers.
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It avoids spreading of rumours and relieves top managers from scanning every information. Official information should flow through formal channels of communication. The remedies for the removal of barriers in communication also point towards effective communication. The process of communication should be helpful in an effective exchange of information. The chief purpose of communication is the exchange of ideas among various people working in the organisation. Principles of Effective Communication: Clarity, Language, Attention, Consistency, Timeliness, Content of Message and a Few Others Principles of Effective Communication – Clarity in Ideas, Appropriate Language, Attention, Consistency, Adequacy, Proper Time, Informality, Feedback and a Few Others Constructive and Strategic Use of Informal Groups 20. Some of the principles of effective communication are:-ġ.